This is one of a series of webpages about the organisation of paddle trips at the River Canoe Club

The Risk Assessment Process for River Canoe Club Paddle Trips

Introduction

When paddling we get to explore nature and urban environments in a way that no other sport can provide. We can quietly glide across lakes, meander along rivers, or push out to the coast, getting close and personal with our spectacular Australian landscapes, wonderful birds and animals. However, as thrilling and serene as kayaking may be, it is not without risk. 

Conducting a risk assessment is crucial to identify potential hazards, evaluate their impact, and implement measures to mitigate them. It is a standard part of planning a trip for the RCC. It is neither complex or time consuming and for most RCC trips it is mostly already completed and included in our float plan templates. In these cases, it just needs a review and minor adjustment appropriate for the specific trip being undertaken. 

There are four main phases in organising a RCC trip as shown below. The risk assessment process is part of the planning phase; however, its outcome will also have an impact on how arrangements are undertaken and, how the trip is executed.

This guide will help you understand what a risk assessment is and the steps and considerations involved in creating, reviewing or updating one for a RCC kayak trip.

Why do we have risk assessments?

All people manage risk in their everyday lives and are often good at adapting to circumstances. However, such an ad hoc approach is not suitable for outdoor group activities like kayaking. There are simply too many variables and unknowns. Even if you are able cope, mishaps will ruin the enjoyment, cause stress and may lead people away from the sport. It will also damage the reputation of the club which prides itself on being safe and prepared.

A more formal approach improves the safety of RCC trips and better prepares us for things that may happen. The object of the club’s risk assessment process is that our paddle trips are safe, resilient and fun to do. 

Resilience is about forward planning to anticipate and know what to expect during a paddle. When you anticipate what can happen, you can know what to look for and what to monitor. You can also plan how to respond when your monitoring shows you something is happening (such as a change in the weather). Also important is knowing what has happened so that the club can learn from this. The club can learn from any unexpected outcome regardless if it’s positive or negative. That way next time the club is even better prepared.

The club risk assessment process is not about avoiding all risks. Risk in our paddle trips cannot always be avoided, but the risk assessment process can determine when the risk is too high, identifies ways of managing (lowering) the risk and informs participants so that they may decide whether to take part. 

The River Canoe Club Risk Assessment Methodology

The RCC uses a risk matrix tool to evaluate and prioritise risks based on two key factors: likelihood and consequence. The matrix consists of a grid with likelihood on one axis and consequence on the other. The tool is closely aligned to the tool recommended by Paddle Australia (the national governing national). 

Consequence forms the horizontal axis and has defined values ranging from insignificant to catastrophic. Likelihood forms the vertical axis of the matrix and has values ranging from rare to almost certain. For each hazard, the risk is determined at the intersection of the two values selected and ranges from low to high. High risks are not acceptable.

When conducting a risk assessment, the risk is evaluated twice, once without any risk mitigating control (the inherent risk), and again after controls have been applied (the residual risk). The highest inherent risks are the risks that are most important to manage through controls. These controls can reduce either the likelihood or consequence or both. Our aim is to reduce risks to as low as reasonably practical. Whist a paddle with a significant risk may be allowed, it must still be lowered further where it can be. You can have more than one control to reduce a risk.

Problems to be aware of with the Matrix Approach

The risk matrix has become a common approach to risk assessment and risk management as it is simple to understand and implement.  It is a mainstay used by many businesses and organisations globally.  However, it is not without problems, for example:

• Subjectivity: Without good data, the assessment of consequence, and particularly likelihood can be highly subjective, leading to inconsistent evaluations. Different individuals may have varying perceptions of likelihood or consequence, which can result in discrepancies in the matrix. Data to substantiate values is often hard to find or simply doesn’t exist.
• Lack of Objectivity: A risk assessment is usually completed by someone, or a group, that has a vested interest in doing the activity, in our case completing a paddle. People have a tendency, either knowingly or unknowingly, to over-estimate their ability and under-estimate risk. Even completing a risk assessment with a team of people may not avoid a lack of objectivity.
• Simplification: Risk matrices often oversimplify complex risks by categorizing them into broad categories. This can lead to a loss of important nuances and details, potentially overlooking critical aspects of the risks. An example may be an illness or injury that delays a paddle so that what turns out to be a day trip becomes an overnight trip.
• Static Nature: Risk matrices are typically static and do not account for changes over time. Risks can evolve, and a matrix created at one point may become outdated, failing to capture the current risk landscape. To help avoid this it is important to undertake a post paddle review, especially where something unexpected has happened, even if that was dealt at the time with without any adverse outcome.
• False Sense of Security: Relying solely on a risk matrix can create a false sense of security. It may give the impression that risks are well-managed when the matrix might not capture all relevant risks or their interdependencies, or is may be simply wrong. The risk assessment is also only any good if it is followed. This may seem obvious but often, at a sign of trouble the mitigations on a risk assessment are abandoned leading to bad outcomes.
• Interdependencies: Risk matrices may fail to account for the interdependencies between risks. Risks are often interconnected, and a matrix that evaluates them in isolation may miss these critical connections.

Knowing these problems exist is a good start to avoiding them.  Try to approach the risk assessment from an outside, non-participant, perspective to remain objective.  Do not discount a risk because you think it couldn’t happen to you or in the RCC (known as distancing through differencing). If another paddle club or group has had a problem, then it could happen here at the RCC. Getting an independent, knowledgeable, person to review a risk assessment is a good step to avoiding some of the problems above.

An important tip: If there is a risk of a significant consequence (moderate or above) that can be mitigated easily, do that even if the likelihood is rare. Always try to mitigate the risk where it is easy to do so.

Steps to Conduct a Risk Matrix Type Risk Assessment

Step 1: Identify Potential Hazards

Begin by brainstorming all possible hazards associated with your paddle trip. Consider environmental, physical, and logistical aspects. Common risks include:

• Weather conditions (e.g., strong winds, storms, sudden changes in temperature)
• Water conditions (e.g., strong currents, tides, waves, river levels)
• Injury risks (e.g., capsizing, collisions, hypothermia)
• Equipment failure (e.g., paddle breakage, kayak leaks)
• Health issues (e.g., dehydration, sunburn, fatigue)
• Waterway environment (other boats, swimmers, navigation hazards, obstacles) 
• Wildlife encounters (e.g., snakes, stings, dangerous animals)
• Navigational challenges (e.g., getting lost, lack of visibility)

Step 2: Assess Consequence without Mitigating Controls

Using the consequence table below determine the potential impact of each risk. For instance, capsizing in warm shallow waters may be insignificant, whereas capsizing in freezing deep waters or on a wild river rapid could be critical.

Step 3: Assess Likelihood without Mitigating Controls

Using the likelihood table below and your judgement, rate the likelihood of each hazard. Where you can draw on your factual knowledge of past events or other information that may be pertinent. 

Step 4: Create the Risk Matrix

Construct a grid that maps likelihood against severity (If you are using the RCC template this is already done). For each identified risk, plot its position on the matrix. The highest risks should be addressed first by exploring mitigation controls, while low risks may require minimal attention.

Step 5: Develop Controls/Mitigation Measures

Once risks are categorized, brainstorm ways to reduce their likelihood or severity.

When developing controls or mitigation measures to reduce risk there is a hierarchy that should be applied (the hierarchy of controls). The most effective controls are at the top and the least effective at the bottom:

• Elimination – One way to eliminate risk is by not doing the paddle. For example if it is stormy, simply cancelling the paddle
• Substitution – This is replacing one risk with a lower risk. For example rather than paddling along the coast, paddle in a sheltered lake or estuary
• Engineering Control – There are some engineering controls built into our boats such as watertight bulkheads. Other examples include pumps, spraydecks, and towlines.
• Administrative Controls – These are usually procedural rules and practices. For instance, keeping clear of boat channels or , other hazards, controlled entry to beaches, reconnoitring river hazards before running them and setting up safety where needed. Before starting a paddle, asking paddlers to check and maintain their boats and equipment is a good administrative control, as is having a safe ratio of competent paddlers to beginners..
• Personal Protective Equipment – PFDs, hats and helmets, waterproof jackets, paddle floats, rescue knives, PLBs, phones and radios, and paddle clothing are all examples of PPE used by paddlers.

Wherever possible try to have the highest level controls you can but don’t neglect the lower level controls. It’s great to have controls at multiple levels although that may not always be practicable.

Examples of mitigation strategies for kayaking include:

• Checking weather forecasts and avoiding trips during adverse weather
• Wearing appropriate gear, such as life jackets and wetsuits
• Carrying safety equipment, including whistles, PLB, phones/radio, and a first-aid kit
• Practicing rescue techniques and improving paddling skills
• Ensuring your kayak and equipment are in good condition
• Planning the route and sharing it with others
• Staying together to enhance safety

The best mitigating strategies will have limits. For instance checking the weather forecast and avoiding trips during adverse weather would be much better if you put limits on the weather. For instance cancel the paddle if the wind is above 30kph or storms are forecast.

For each hazard repeat steps 2 and 3 but taking account of the mitigating controls to categorise the residual risk. The risks will usually be reduced.

Step 6: Document your Risk Assessment

Your risk assessment needs to be documented in the trip float plan. Assign actions to each risk and ensure measures are practical and effective.

Remember that the RCC had float plan templates and a library of float plans that can be used as the basis for your trip.  These include a risk assessment that you can review and make amendments as required. Usually only minor adjustments are needed. The club also has experienced leaders to help and guide you while you become experienced.

Step 6: Monitor and Review

Risk assessment is not a one-time process. Detailed planning will reduce any unwelcome “surprises” during the paddle, and you will be better prepared to deal with matters that arise.  However, even the best planning may not anticipate everything.  You should continuously monitor conditions during the trip and adapt your plans if necessary. People are good at dealing with problems that come up and in the RCC you will have a good group of people around you to help learn from these. 

After the trip, review the risk matrix and update it based on new observations or lessons learned. Share these with others in the club.

Final Point of Note

It’s important to understand that a risk assessment is not intended to stop the RCC having fun paddles, it’s there to control and mitigate risk. However a risk assessment is only useful if it’s followed. Completing the risk assessment is not a “tick-box” exercise, rather it is a crucial tool in trip planning and execution. Prepare it well and use it well.